May 26, 2024


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Problems with business email hosting and how to resolve them

Common Email Problems and Solutions

You may be in the process of short listing a bunch of email hosting solutions for business or already might have narrowed down on one. However, this could be a time where you see that the providers you have shortlisted have had a good rapport on the whole with their clients by checking their reviews. It is important to do this too before or just during the purchase of the email hosting as it can help you understand which service provider can be the best for you when it comes to email hosting.  

A good email hosting provider will give you total clarity over their services and be transparent with the cost, support and other nitty gritty that are involved. However, the best one will help you understand the issues you can also face after purchase. With this article, we are discussing some of them that can likely cause a hindrance. We will also be discussing a way around it to resolve them if they appear. So, if you want to know more, please keep reading.  

1. Unable to send or receiving emails  

A user might not be able to write or receive emails for a number of reasons, such as the following: 

It’s possible that the user’s link to the internet has been lost. So, the first thing to do is to see if the internet link is working. 

If you can connect to the internet, check that the email settings are right. Go to the “File” menu and then “Account Settings” to change your account options. If you click on the email address, you will be taken to the settings. (Each service company may have a different answer.) 

The mail server should be set up so that “” is used as the host name for both receiving and outgoing mail. The port numbers for incoming email will depend on the email service company you choose. When talking to Google, the receiving port number should be either 995 (POP3) or 993 (IMAP). TLS should have a port number of 587, and SSL should have a port number of 465. Check to see if the authentication for the outbound server is turned on. If the problem keeps coming up, you should delete your account and start over. 

2. Even though you couldn’t send emails, you could still receive them 

This can happen is certain cases but there is a way around it. Follow these steps in order to figure out how to fix the problem. 

Go to the ‘Advanced options’ part of the email account to find the outbound port number. The answer should be 587 or 465 if at all possible. If the problem hasn’t been fixed yet, open the settings for the outgoing SMTP server and make sure that the outgoing mail server and the outgoing port number are set up as described above. (It’s important to remember that you have to turn on the security factor in the advanced settings.) 

3. Not able to get emails, but you can send them 

The steps below might help. 

The person should try to get in touch with them through their email account. If you get a message that your email was sent back to you, find out what went wrong. This could be happening because the CD is already full. One possible answer to the problem is to get rid of some of the emails that you don’t need. 

To delete an email, a person must first log in to their webmail account and then delete any unwanted messages from their inbox. It checks to see if the file is gone from the machine and makes sure it is gone. It frees up room on the hard drive so you can get to the emails you’ve been waiting for. 

If you still aren’t getting emails, as was said above, you should check the settings for the email server that is getting them. 

4. Some emails are getting lost from time to time 

There could be more than one reason why some words are in the wrong place. Here are some ways to fix the mistake. 

By logging into the online account, you can see if the texts have been sent. If it has already gotten them, the email tool might not be working right. Check to see if there are any problems with the forwarding, and look through any other files to make sure the emails haven’t been moved. 

If the emails can’t be found on the webmail, you should ask the sender if they have gotten any bounce-back messages. There’s a chance that the sender is having trouble with their computer. In this case, it’s up to the person who sent the message to fix the problem on their end. 

5. There was an error with the Disk Quota 

Follow these steps to fix any disc quota problems that might come up. 

When a person signs up for an email account, the email server gives them a certain amount of room to store their messages. For example, a free or basic Gmail account usually gives you 15 GB of room to store things. Go to the Settings menu to see what kind of storage choices you have. The amount of RAM that the email account has taken up will be shown.  

A disk quota mistake happens when all of the memory that can be used by the user has already been used. The most effective thing to do is to get rid of emails that aren’t important. Follow the right steps to make sure that all emails have been deleted from the internet account before you move on. If that happens, the emails will still be kept on the computer. Customers need to know that deleted texts can’t be retrieved and are gone for good. If they can’t afford to delete any emails because of their finances, they can use the customer interface to buy more disc room. 

6. Getting multiple copies of emails all the time 

Emails that are sent more than once are not the norm. But if it does happen, the steps below should be taken. Check the inbox to see if it has any rules that could cause the same email to be sent more than once. Throw out the rules that shouldn’t be there in the first place. 

If the person has set up their email account on more than one device, they should make sure that the settings are the same on all of them.  


Here is hoping that you have understood the article. In case of any queries or doubts, please share them with us in the comments section below.